Terms and Conditions

Exhibitor Terms and Conditions

The following details the Agreement between Battelle (the organizer) and any company, individual, partnership, or organization (exhibitor) that participates in the 2019 Bioremediation Symposium (the exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing and by submitting a booth reservation you agree that you have read and understand the terms. Organizations that provide environmental assessment, remediation, and management services, equipment, and products are invited to exhibit. The organizer retains the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable.

Exhibit Booth Reservation & Confirmation. All booth reservations must be made online. Priority selection is given to Conference Sponsors and space is reserved on a first-come/first-served basis. Exhibit space availability is updated in real-time, allowing Exhibitors to select any booth not already reserved. Upon completion of the online reservation process, a confirmation email will be sent to the person listed as the booth point of contact and alternate point of contact (if entered). If you do not receive the email, please check you junk/spam folder or contact the Conference Office (biosymp@battelle.org).

Fees.

Payment Terms. 50% of the booth fee is due upon reservation and must be paid by credit card. The remaining balance is due within 60 days by check or credit card. In the event a remaining balance has not been satisfied within the 60-day window, the Conference retains the right to cancel the reservation and resell the booth without notification or refund.

Cancellations. Cancellation of a booth reservation will result in damages to the Conference that are difficult to calculate. In the event cancellation is required, the Exhibitor agrees to pay the applicable cancellation fee below as liquidated damages. Terms apply without regard to the execution date of this Agreement or re-sale of the space.

• Cancellation received prior to November 9, 2018: 50% of the total booth fee
• Cancellation received after November 9, 2018: 100% of the total booth fee

Space Limitations/Liability. Organizations are limited to two 8’x10’ booth spaces. Double-booth end caps are not permitted. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Conference. Booth space reservations/assignments are the exclusive prerogative of Conference management and it reserves the right to rearrange the floor plan and/or to relocate any exhibit to further its best interests. The floor plan may undergo changes since exhibit sales are open until space sells out; therefore, it is the Exhibitor’s responsibility to monitor any changes that may adversely affect the Exhibitor pre/post show or onsite. Refunds will not be issued for space based on Exhibitors’ selected location, traffic flow, and/or neighboring Exhibitors.

Use of Space. No Exhibitor will be permitted to display outside the confines of the assigned exhibit space. To ensure an unobstructed view of neighboring exhibits, back walls cannot be higher than 8 feet, and side walls must terminate 3 feet from the back wall for all booths. Side wall pipe and drape cannot be moved or removed. The reverse sides of end wing panels must be covered if they are visible in adjacent booths. Displays must remain fully intact during all official exhibit hours.

Subletting/Sharing. Sharing, trading, or subletting of exhibit space is prohibited. Sub-divisions, subsidiaries, or partners of a parent company will not be recognized as Exhibitors. This applies to booth personnel badges as well as any program listings.

Hospitality. All requests for a hospitality suite or public function space must be made through the Scientific Consulting Group, Inc. (SCG). Exhibitor-sponsored food and beverage is prohibited in individual booths. 

Copyrighted Material & Use of Logo. It is the responsibility of the Exhibitor to obtain appropriate copyright releases for use of any type of copyrighted material (e.g., publications, graphics) during the Conference. Exhibitors are not to use any music, neither live nor recorded. Battelle and “It Can be Done” are registered trademarks of Battelle Memorial Institute. Use of the trademarks or Battelle’s logo without the prior written permission of Battelle is strictly prohibited. 

Location. All Exhibits will be displayed at the Hilton Baltimore Inner Harbor hotel (401 West Pratt Street, Baltimore, Maryland, 21201).

Display Schedule. The schedule shown below is tentative, and adjustments may be made in exhibit hours, depending on the finalized technical program schedule. Exhibitors are not required to staff their booths during all exhibit hours—booth staffing within the exhibit schedule is at the discretion of the Exhibitor. However, the exhibit hours will be enforced for the display. 

Setup
Monday, April 15, 10:00 a.m.-5:00 p.m.
* Setup must be completed and all packing materials removed by 5:00 p.m.

Teardown
Thursday, April 18, 1:00-4:00 p.m.
*Early teardown will not be tolerated. Any organization that begins packing or dismantling a booth before 1:00 p.m., may be denied placement at future events.

Tentative Exhibit Hours
Monday, April 15, 7:00 p.m.–9:00 p.m.         
Tuesday, April 16, 7:00 a.m.–7:00 p.m.
Wednesday, April 17, 7:00 a.m.–7:00 p.m. 
Thursday, April 18, 7:00 a.m.–1:00 p.m.

Booth Staff & Technical Registration

It is the responsibility of the Booth Point-of-Contact to provide the Organization ID to the designated booth staff individuals and instruct them to complete the online Exhibitor Technical Registration form and submit payment. The Organization ID associated with the company’s booth reservation can be found in the booth reservation confirmation email.

All booth staff must be registered online by March 15, 2019. Any changes or additions after that date will be assessed a $35 charge. 

Booth Staff Registration. Booth staff are defined as the employees of your company (the company named as the “Exhibitor” in this agreement) who will be attending the Conference solely to work in your exhibit; they will be admitted to food functions but not to technical sessions unless registered for the technical program.  Booth staff badges are not transferable to other individuals and may not be traded/swapped to avoid technical registration fees. Booth staff registration must be done online. Once a booth has been reserved, the Booth Point-of-Contact may access registrations at any time to add/update booth staff. 

Technical Program Registration. Only those registered for the technical program will be admitted to technical sessions. Anyone making a platform or poster presentation or chairing a session must be registered for the technical program. Technical program registrants may staff the exhibit booth as needed. Up to two booth staff are eligible for an upgraded technical program registration ($700/each).

Registration Terms & Conditions

Registration terms and conditions are subject to change without notice and are applicable to all levels of registration, including booth staff and Sponsor/Exhibitor waived and discounted registrants. No one under 18 years of age will be admitted to any Conference event unless registered as a student, valid student ID required at check-in. 

Payment. Payment is required to confirm registration. Checks will be accepted for registrations made through February 15, 2019. Beginning February 16, 2019, payment can be made only by major credit card. Purchase orders will not be accepted. Fees are not transferable to other Battelle Conferences.

Substitutions & Transfers. Substitutions or transfers for technical program registrants will be accepted at any time but will incur a $100 transfer fee. Substitutions/transfers are only valid for a registration that has not been used. For example, a full Conference registration (for all event days) may not be transferred between individuals for use on different days. 

Cancellations & Refunds. Registration cancellations and refund requests must be received in writing on or before the “cancellation requested date” below to qualify. Paid no-shows will receive all the materials covered by their registration fees. Refunds will be processed to the credit card used for payment. No refunds will be made after February 15, 2019 for any reason. 

By registering for the Conference, you agree to the following registration cancellation refund policy:
Cancellation requested on or before December 9, 2018: 75% of the registration fee (less a $50 service fee).
Cancellation requested December 10, 2018, through February 15, 2019 : 50% of the registration fee (less a $50 service fee).
After February 15, 2019: No refunds.

Identification & Badge Use. Attendee badges are the property of Battelle and are required for admittance to all Conference functions (e.g., session rooms, Exhibit Hall) and must be visible at all times. Only the attendee named on the badge may pick up his or her badge and registration materials. A valid photo identification (driver’s license/passport/student ID) that matches the name on the badge will be required for verification upon check-in. By registering for the Conference, you agree not to sell, trade, modify, copy, tamper with, or share/swap your badge. This includes sharing/swapping Exhibitor and/or technical registrant badges to avoid paying the technical program registration fee. Badge fraud (i.e., theft of services) is detrimental to the Conference and attendees found to be engaging in such conduct are subject to immediate ejection from the Conference, registration cancellation, without refund, and possible prosecution and/or ban from future Conferences. 

Badge Reprint Fee. Lost or forgotten badges will be charged a $50 reprint fee for replacement. Photo ID required for reprint.

Event Cancellation Policy. If Battelle cancels the Conference due to circumstances beyond Battelle’s reasonable control such as, but not limited to, acts of God, acts of war, government emergency, labor strikes, and/or unavailability of the event or exhibition facility, Battelle shall refund to attendee his/her previously paid registration fee(s) less a share of event cost incurred by Battelle. This refund shall be the attendee’s exclusive remedy and Battelle’s sole liability for cancellation of the event for reasons generally described in this paragraph.

Use of Likeness. By attending the Conference, you agree and consent that Battelle has the right, in perpetuity, to record, transcribe, modify, perform, reproduce, display, distribute and transmit in any form and for any purpose your name, voice, picture, photograph, portrait and other reproductions of your likeness/image at the Conference in connection with any advertising or promotional content and materials, or for any other lawful purpose including by posting on public websites. You also agree that your likeness/image may appear in photos of the Conference made available to you, other attendees, and the public.

General Conduct and Courtesy. Attendees are expected to comport themselves in a professional, respectful, and responsible manner at all times. Battelle reserves the right, in our sole discretion, to refuse admittance to any person and may expel any person, for any reason, from the Conference or specific Conference events.

Attire. Business or business casual attire is recommended. Session rooms and other Conference areas may be cool; a sweater, light jacket, or layered clothing is recommended to maintain your individual comfort level.

RELEASE OF LIABILITY. YOU UNDERSTAND THAT PARTICIPATION IN THE CONFERENCE CARRIES WITH IT CERTAIN INHERENT RISKS. YOU HEREBY AGREE TO RELEASE AND HOLD HARMLESS BATTELLE, THE HILTON BALTIMORE HOTEL, AND THEIR EMPLOYEES, VENDORS, PARTNERS, AGENTS AND CONTRACTORS FROM ANY AND ALL ALLEGED AND/OR ACTUAL LIABILITY, CLAIMS, ACTIONS, LAWSUITS, DAMAGES AND LOSSES OF ANY KIND, INCLUDING ATTORNEY’S FEES, WHICH ARISE OUT OF OR RESULT FROM YOUR ATTENDANCE AT AND PARTICIPATION IN THE CONFERENCE AND ANCILLARY ACTIVITIES, INCLUDING BUT NOT LIMITED TO PROPERTY DAMAGE AND PERSONAL INJURIES, ILLNESS, DEATH OR OTHER PHYSICAL LOSS, WHETHER OR NOT FORESEEABLE. These terms and conditions shall be construed in accordance with the laws and enforced within the jurisdiction of the State of Ohio, without regard to its principles of conflicts of law.

Official Show Contractor

Exhibitor Services. ARATA Expositions, Inc. (AEI) is designated as the Official Services Contractor for all Exhibitor services (including but not limited to: audiovisual, cleaning, computer rentals, customs services, exhibit rentals, furnishings and carpeting (where applicable), graphics and signs, material handling, overhead rigging and equipment, transportation, labor and rental of mechanized equipment, installation and dismantle supervision). AEI has the sole right to process all Exhibitors orders for AEI services received either directly or through AEI’s internet ordering system. Exhibitor agrees not to contract with any third party to intercept, collect or receive Exhibitor orders.

Exhibitor Appointed Contractors (EAC). If an individual Exhibitor chooses to utilize its own EAC to provide any of the non-exclusive services that AEI may otherwise perform under this Agreement, SCG will enforce the policy of prohibiting any EAC from working at any Event unless the exhibitor seeking to use the EAC delivers to SCG at least (10) days prior to the Event move-in date (i) a written statement setting forth the identity and intended use of the EAC, and (ii) a certificate of insurance evidencing that the EAC has in place the minimum insurance coverage as defined by AEI Services guidelines.

Location, Shipping & Storage. The exhibits will open Monday evening, April 15, 2019. All exhibit material must be shipped to the Official Service Contractor, ARATA Exhibitions, Inc., for storage and delivery to the Show site. Direct shipments will not be accepted at the Hilton Baltimore Inner Harbor Hotel. All materials must be clearly marked with the name and dates of the Conference, organization’s name, and assigned booth number. Return shipment instructions must be provided to AEI by the Exhibitor at the Show site.

Exhibitor Service Kit. The address of AEI’s warehouse, all shipping/handling instructions, and furnishing/electrical order forms will be provided in the Exhibitor Service Kit. A link to the Kit will be sent to the registered booth point of contact by AEI in December 2018. 

No one under 18 years of age will be admitted to the Exhibit Hall, unless registered as a student. Valid student ID required at check-in for verification.

Insurance. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises policies of Comprehensive General Liability Insurance including contractual liability coverage applicable to this contract, in an amount not less than US $1,000,000 Combined Single Limit for comprehensive liability and property damage. The Hotel Parties, Battelle, SCG, shall be included as additional insureds. In addition, Exhibitor acknowledges that neither Battelle; SCG; nor the Hilton Baltimore, maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain property damage insurance covering the Exhibitor’s property.

Indemnification & Release of Liability. Exhibitor will indemnify and hold harmless Battelle; The Scientific Consulting Group, Inc. (SCG); Arata Expositions, Inc. (AEI); the Hilton Baltimore; Hotel’s Owner, the Baltimore Hotel Corporation; and Hilton Worldwide Inc., and their respective trustees, officers, parents, subsidiaries, affiliates, directors, and employees against any claims, suits, damages, liabilities, and expenses (including reasonable attorney fees) arising out of property damage or personal injury to third parties caused by or arising out of the negligence or willful misconduct of Exhibitor or any individual or entity for which Exhibitor may be responsible. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Hilton Baltimore, its owners or managers which result from any act or omission of Exhibitor.

Anyone visiting, viewing, or otherwise participating in Exhibitor’s display shall be deemed an invitee or licensee of Exhibitor. In no event shall Exhibitor, Arata Expositions, Inc., SCG, Battelle, the Hilton Baltimore, Hotel’s Owner, the Baltimore Hotel Corporation; and Hilton Worldwide Inc., and their respective trustees, officers, parents, subsidiaries, affiliates, directors, and employees be liable to one another for any consequential, special, or incidental damages of any type or nature. Exhibitor's liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees/licensees which arise from or out of the Exhibitor's occupancy and use of the exhibition premises, the Hilton Baltimore or any part thereof.

Exhibitor Responsibility Clause (Hilton Hotel). To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton Baltimore (“Hotel”), Hotel’s owner Baltimore Hotel Corporation, Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as Battelle Memorial Institute (“Group”), the Scientific Consulting Group, Inc., and Arata Expositions, Inc., from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause.  Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage.  The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.

General Provisions. The license granted by this Contract is nontransferable without the prior written consent of SCG. The Exhibit Space and associated facilities licensed hereunder are provided on an “as-is” basis. Neither SCG nor Battelle make any express or implied warranty or guaranty of any type or nature, including fitness for a particular purpose, with regard to the subject Exhibit Space and associated facilities. Further, neither SCG nor Battelle shall be responsible for any damage or loss to Exhibitor’s property while in transit, in storage, or on display at the Exhibition Site. The Exhibitor shall be responsible for returning the Exhibit Space and associated facilities in as good a condition as they were received, reasonable and normal wear and tear accepted. Exhibitor shall ensure that it and any individuals and/or entities for which it may be responsible comply with all rules and policies of the Exhibition Site, as well as all applicable federal, state, and local laws, ordinances, and regulations.

Any and all disputes arising out of this Agreement shall be adjudicated by a court of competent jurisdiction within and applying the laws of the State of Maryland. Should any portion, word, clause, phrase, sentence, or provision of this Agreement be declared void or unenforceable, the validity of the remainder shall remain unaffected. This Agreement and any documents specifically referenced herein shall be the entire agreement between the parties and shall supersede all prior written or oral understandings. All modifications to this Agreement must be in writing and signed by authorized representatives of SCG and Exhibitor.